Positive Pay

The Positive Pay module lets you prevent check fraud by examining questionable checks online and then determining whether each check should be paid or returned.

How it Works

1You report your check issue activity by importing check information originating from your check payment system or by manually entering issue information.

2Republic Bank matches this information against checks presented for payment.

3If there is a discrepancy, the check appears on the Exceptions screen list. Review any discrepancies and view a check image.

4After assessing the discrepancies between your check and what was presented, you can decide if you want to pay the check or have it returned to you.

Key Features

Positive Pay Formats. Positive Pay Formats are used to establish the format of positive pay files that are imported to the bank system. When you import a positive pay file to Republic Bank, it must match the import format that you select on the Positive Pay Run Import screen. See the Positive Pay Formats section for more information.

Import Check Information. Use the Run Import function to submit check issue information originating from your accounting system. To do this, you use the export capability of your accounting system to create a file of check records and then import the check data through your web browser. Use the Import Report to review any problems that may occur in your import file.

Maintain check issue information. Use the Issue Maintenance feature's Add Issues/Voids screen to enter check information directly through your web browser and use the Change Status screen to change a check's status from Issue to Void or Void to Issue.

Monitor the status of checks. Use the Positive Pay Monitor screen to find out the current processing status of issued checks and exceptions.

Make exception decisions. Use the Exceptions screen to make pay or return decisions when there is a discrepancy between your check information and the presented check. To help you make a decision, you can view a scanned image of the check as presented for payment. You can also make a pay with issue decision to pay the check and provide missing issue data to the bank.

Positive Pay Workflow

The Positive Pay workflow starts with information sent to the system database and ends with actions you take.

1Create a Positive Pay Import Format

2Create the Positive Pay Import File

3Import Check Information

4View the Import Report

5Issue Maintenance - Add Issues/ Voids

6Issue Maintenance - Change Check Status

7Approve Issues

8Make Exceptions Decisions

9Approve Exception Decisions

10Monitor Check Status

1 / Create a Positive Pay Format
Positive Pay Formats define the characteristics of the check data you import to the positive pay module. The system uses the format to make sure each piece of information in the file you import makes its way to the proper place in the Business Online Banking internal database. Once you create a format you can use it again and again.
Step / Action
1 / From the Service Menu, click Setup.
2 / On the Setup screen, scroll down to Formats & Templates, and click Create Positive Pay issue import formats. The Manage Positive Pay Import Formats screen appears.
3 / For Format Type, select either Fixed Width or Delimited, enter the appropriate information for the format, and click Continue. Click Help to view descriptions of each field.
4 / Enter or select information in the File Information section.
5 / Complete the Set Data Parameters section.
The parameters for the Fixed Width format are as follows:
Field Names
Each of the fields available for inclusion in the format is listed. The field names that appear on this screen change according to the service you select. An asterisk (*) denotes required fields. The Check Memo field is not available for all transaction types.
Start Position
The field's beginning position in the record. If Account Number is the second field in the record and the first record occupies 10 spaces, the Account Number starting position is 11. You must enter a value if the field is required. Number, 1-999
Stop Position
The field's ending position in the record. If Account Number occupies 10 characters and it begins at position 11, then the ending position is 20. You must enter a value if the field is required. Number, 1-999
Note: When a User creates an import file, the file must have the same number of characters or spaces as defined in the record format. For example, if the format defines the Issue Amount field as 12 characters (including the decimal) and the actual amount is 999.99 dollars, the remaining six positions must be spaces.
The parameters for the Delimited format are as follows:
Field Names
Each of the fields available for inclusion in the format is listed. The field names that appear on this screen change according to the service you select. An asterisk (*) denotes required fields. The Check Memo field is not available for all transaction types.
Field Order
The number that indicates where in the file the field appears. If Account Number is the second field in the file, enter "2." You must enter a value if the field is required.
Default Value
You can enter a default value that will be used if the imported file does not contain a value. For instance, you may include an account number as a default value. You would then not be required to include the account number in the export file, although you would still need to leave space for it. If the import file contains a value, it overwrites the default value.
6 / Click Submit to save the format.
2 / Create the Positive Pay Import File
Use your accounting software to create an import file based on the appropriate Positive Pay format.
For more information about import formats, click Help from the Manage Positive Pay Import Formats screen or review the Format creation section above. Refer to the documentation that came with your spreadsheet or accounting program for instructions on exporting a fixed-width format or comma-delimited file.
3 / Import Check Information
The Positive Pay Import feature allows you to submit check information to the system database using your check writing software.
Step / Action
1 / From the Service Menu, click Positive Pay.
2 / From the Function Menu, select Import, then click Run Import.
3 / Select the format from the Format Name drop-down list.
4 / Enter the path to the import file you created from your spreadsheet or accounting package in the File Name/Location field, or click the Browse button to navigate to the file.
5 / Click Submit. A message appears stating that the import was successfully started.
6 / Review the import.
To review the import you can:
  • View an Import Report to review any import errors.
  • Review Dashboard messages regarding success, partial success, or failure.
  • Use the Monitor Issues screen to review current information and status.
If an Import File Fails
If an Import File is not successfully transferred from your computer to Positive Pay, an import report is not generated. If the transfer fails, a message appears stating Import Failed.
If the number of Records Exceeds Allowable Limits
If the number of records exceeds allowable limits set by Republic Bank, the import process will fail and no records will be loaded. If the import fails, a message appears stating Import Failed. If you do not know the maximum number of records that you can import at one time, contact Customer Support.
4 / View an Import Report
Use the Import Report feature to view a report describing record errors that may occur when you import information. If any fields in a record do not meet the requirements outlined in the Import Format, the record will not be imported. You must review the Import Report and make any required correction to the file.
Note: You can also access an Import Report by clicking a hyperlink in a notification message on the Dashboard.
Step / Action
1 / From the Service Menu, click Positive Pay.
2 / From the Function Menu, select Import, then click View Import Report.
3 / Enter a From Date. If you want to search a range of dates, enter the To Date.
4 / Click Search. The available Import Reports appear.
5 / Click a Report Name hyperlink to view a report.
5 / Issue Maintenance - Add Issues/Voids
Use the Issue Maintenance Add Issues/Voids screen to submit information about individual checks directly to the system when it is not practical to use the Run Import function.
Step / Action
1 / From the Service Menu, click Positive Pay.
2 / From the Function Menu, select Issue Maintenance, then click Add Issues/Voids.
3 / Select an account.
4 / Enter the check's Serial Number, Amount, Issue Date (mm/dd/yyyy), and Payee Name.
5 / Select either Issue or Void from the Action drop-down list.
6 / Enter any Memo information.
7 / Click Add Issues/Voids.
6 / Issue Maintenance - Change Status
Use the Issue Maintenance Change Status screen to search for checks that match the search criteria that you select. After the list of checks matching the search criteria appears, you can change the status from Issue to Void or from Void to Issue.
Step / Action
1 / From the Service Menu, click Positive Pay.
2 / From the Function Menu, select Issue Maintenance,then click Change Status.
3 / Select an account or All Accounts, or use the Lookup button (…) to search for an account.
4 / Enter the remaining search criteria.
5 / Click View Results. The results appear displaying all checks that match the search criteria.
6 / Depending on the action you need to take, select an Action of Void or Issue.
7 / If you are voiding a check, select a Reason.
8 / Click Submit. A message appears stating that the status of the decision is available on the Monitor screen.
7 / Approve Issues
Use the Approvals screen to approve new or modified imported or entered issues and voids. If approval is required, an approval must be made before the items are released for processing.
Step / Action
1 / From the Service Menu, click Positive Pay.
2 / From the Function Menu, select Approvals, then click Issues. The Approvals screen appears.
3 / Items requiring approval appear on the screen. Use the search criteria to locate specific issue files or items.
4 / Review the Issues, then select Approve or Disapprove from the Action drop-down list. If available, you can select Approve All on this page to change all items on the page to Approve.
Note: You can also click an Import File Name hyperlink to view all items in an import file. This allows you to approve or disapprove individual items within the file.
5 / Click Submit. The Positive Pay service now releases the approved items for processing.
8 / Make Exceptions Decisions
The Exceptions screen lists the checks that show a discrepancy between the check the payee presents for payment and the check information you sent to the system. After any check in dispute displays on the Exceptions screen, you can review it, view a scanned image of the check as it was presented, and make a decision as to whether or not to pay each check.
You must make exceptions decisions before the cut-off time displayed on the Exceptions screen.
Step / Action
1 / From the Service Menu, click Positive Pay. The Exceptions screen appears, displaying exceptions for all accounts.
2 / Select an account or All Accounts, or use the Lookup button (…) to search for an account.
3 / Click Get Exceptions. Search results appear in the lower portion of the Exceptions screen.
4 / Review each check exception. Click the Serial Number hyperlink to view an image of a check. The check image reflects the check as it was presented for payment.
5 / Select a Pay, or Return option from the Action/Reason list.
If you select Pay with Issue, the Pay with Issue pop-up screen appears allowing you to enter additional information. Enter the appropriate information and click Submit.
Note: Use this option if Republic Bank does not have a record of the check and you want to request payment and send the issue information to the Positive Pay database.
6 / Click the Adjust icon to open the Adjust Check Information window and change the serial number or amount information.
7 / Click Submit Exception Decisions after you have made all of your pay and return decisions.
9 / Approve Exceptions
Use the Approvals screen to approve Positive Pay Exception decisions. If approval is required, an approval must be made before the items are released for processing. If exceptions require approval, a message appears on the Exceptions screen stating that there are exceptions in the "Pending Approval" status.
Step / Action
1 / From the Service Menu, click Positive Pay.
2 / From the Function Menu, select Approvals, then click Exceptions. The Approvals screen appears.
3 / Items requiring approval appear on the screen. Use the search criteria to locate specific exception items.
4 / Click Search.
5 / Review the Exceptions, then select Approve or Disapprove from the Action drop-down list. If available, you can select Approve All on this page to change all items on the page to Approve.If available, you can also click the serial number hyperlink to view an image of the check.
6 / Click Submit. Approved items are sent for processing. A message appears stating the number of approved or disapproved items.
10 / Monitor the Status of Checks
You can use the Monitor screen to locate issued checks and view exceptions to review their status. You can only search for an issued check if you have sent the information to the financial institution using the Import or Issue screens.
Step / Action
1 / From the Service Menu, click Positive Pay.
2 / From the Function Menu, select Monitor, then click Exceptions or Issues. The Monitor search screen appears displaying the Issue or Exceptions search criteria.
3 / Select an account or All Accounts, or use the Lookup button (…) to search for an account.
4 / Click Search to find all checks that match the account number criteria or enter additional search criteria, then click Search.

Need more information? Contact one of our Treasury Management Specialists at 1-866-534-2341.